Important Information

BOOKING A CLASS 

How to book a class? 

  • Places are available in our Participation classes for a start straightaway. 

  • Most of our classes are organised by school year (age for PreSchool classes). 

  •  If your preferred class is full, there is the option to join the waiting list for the class using the same link. 

Not The Right Time / Your Preferred Class is Full  

  • Interested, but not the right time? You can register for a class using the above details at any time (subject to availability). 

  • Your preferred class is full: Clicking on the 'Show classes that are full toggle' allows you to register on the CoursePro waiting list. We will contact you as soon as a place becomes available. Please note that after two offers we will remove the waiting list registration if we don't hear from you. 

Cancellations & Refunds 

We realise that plans may change. We will do our best to help, but we do have some terms and conditions: 

  • More than 72 hours before the first session: A full refund can be given minus a £5.00 administration fee / full credit to use against future bookings. 

  • 72 hours or less before first session: A refund will be due under our trial sessions refund offer. 

  • No refund or replacement sessions will be due for missed trial sessions. 

  • The above includes bookings that have been made in error if we cannot transfer the booking or issue a credit.  

YOUR ONLINE COURSEPRO ACCOUNT 

  • All members are required to register an account with CoursePro (our administration system) to record personal and contact information, register for a class, and to set up regular payments via a direct debit. 

  • When you first register, please fill in all the information we need, including medical details, emergency contacts and consents. Please note that you register your child's details, not your own. It is important you complete: 

  • Medical conditions or individual needs for your child 

  • Photo consent – to be involved in photography/filming for NGA to use as part of advertising, social media, training purposes 

  • Email marketing consent – to keep up to date with NGA activities and opportunities 

  • Leaving Independently consent – for gymnasts of year 7 age & above (and under 18) to leave on their own after their training session if you wish to provide your consent. Currently sitting under medical conditions whilst CoursePro update the system. Any gymnasts younger will not be permitted to leave independently regardless of whether consent is given. This includes walking to the car park to meet parent/carer of being accompanied by a sibling under 18. 

  • If you already have a CoursePro account, you can Log In and there is an option to add a further “new member” (for siblings). There is also ‘Forgot password’ link. 

  • You may notice some letters / characters after your child’s last name. These are our shorthand way for the coaches to see that your child has: 

  • *  - A medical or individual need 

  • LI - Consent to Leaving Independently.   

You can update your photo consent and marketing options by logging into your account once set up. If you wish to make changes to the other information we hold you will need to request it via this form CLICK HERE 

 BRITISH GYMNASTICS MEMBERSHIP 

Joining 

  • All participants must be a member of British Gymnastics (BG), our national governing body, as it includes the insurance needed to attend. Gymnasts cannot train without it and there are no exceptions. 

  • BG allows all gymnasts to attend an initial two taster sessions before purchasing membership after that. 

  • Failure to join or show us proof of membership via another club will lead to your child being denied admittance. No refunds for missed classes will be due. 

  • New NGA members receive a welcome email with joining instructions - sign up is directly with British Gymnastics, via www.british-gymnastics.org, and payment is separate to any fees paid to NGA. We can’t accept payment or process memberships on their behalf. 

  • PreSchool / GymSchool / TeenMania / Inclusive / Adults and some squad gymnasts will need Community Membership. Squad gymnasts will be advised of the level and if you need to upgrade. Please make sure that NGA (Notts Gymnastics Academy) is added as a club within your child’s account. 

Transferring 

  • BG Membership allows your child to train at any BG affiliated club, so if you are transferring from another BG club, you will only need to update the club details on the BG system, to link your child with NGA and enable us to see the membership. Please do this when you join the club, as we must verify memberships and update our records prior to your gymnasts first session. 

Renewal 

  • BG will contact you direct and provide renewal instructions. We will also remind you that renewal is due and we continue to do this if you don’t renew (or show us proof). 

  • Please note that current membership is a requirement of attendance of our classes. Without it, admission will be denied and there will be no refund due for classes missed. 

Help 

  • While we will do our best to help if you have questions or issues, BG is a separate organisation, so you may need to contact them directly. BG has a customer service helpline if you have questions or are experiencing problems you can reach them on: 0345-129-7129. 

MONTHLY TRAINING FEES 

  • The direct debit date is the 26th; we cannot amend this. The payment month starts on the 26th (or first working day after) and ends the day before the start of the next payment month. 

  • When you register for a class, you will set up a direct debit mandate and then make a one-off card payment covering the period up to the first direct debit payment. The amount due by card will depend on when in the month you register. 

  • PreSchool runs in term-time (Nottinghamshire County Council timetable). GymSchool / TeenMania / Inclusive classes and squad sessions run all year round with planned closures for bank holidays, Easter / Christmas bank holidays and specific events running at the gym, already built into the fee structure. No refunds or replacement sessions are issued for these closures. 

Payments For Other Sessions / Fees 

  • For payments other than your monthly training fees, payment is via debit / credit card, using FitronicsPay.  

  • We may use other payment platforms for specific payments. 

Your Direct Debit 

  • Once you have set up your direct debit mandate, you won’t need to do anything else; payments will process automatically each month. 

Full details are available in the NGA Fees Policy (link) 

ARRIVAL, COLLECTION & DURING THE CLASS 

Arrival 

  • Parking is in the main school car park and access to the gym is through the pedestrian gate (next to the school reception) and up the hill, or via our dedicated access path around the perimeter of the site. 

  • A map of the site is on the Contact us [link] page. [Please refer to the Find Us information on our website for directions [LINK HERE]] . There are different access routes, arrival and collection points depending on which group / discipline your child trains in. 

  • Please arrive 5-10 minutes before the start of the session to register with the coach and to allow training to start on time. There is a bell to attract the coaches’ attention if you are late though we can’t guarantee admittance after the class has started. 

Collection 

  • Please arrive in good time to collect your child at pick-up time if your child is going to be collected by someone else, please let your child's coach know when you drop them off. 

  • As part of our child safeguarding and protection procedures, gymnasts under 18 years of age can only leave by themselves if of secondary school age and over and if consent has been given via your online account. This also includes walking to the car park to meet you or being accompanied by a sibling who is under 18. 

While the class / session is running 

  • Once you have dropped off your child with the coaches (you don't stay with them  (unless it is a Parent & Child PreSchool class). You are welcome to visit our café and social space where you can grab a drink / snack and observe the class via a CCTV feed. 

  • The Cafe is on the top floor of the gym building and is signposted. Step free access is available by retracing your steps to the main access road / green space and using the walkway to reach the main NGA reception at the top of the slope. There is an accessible lift inside the building. 

Can I Stay With My Child? 

  • It is natural for some children to be nervous starting a new activity and the coaches are here to support children who may be apprehensive.  

  • We ask you not to stay in the gym as it usually proves to be a distraction for the child and can further delay settling-in. You will only be upstairs and of course the coaches will contact you if needed. This is rarely necessary, however. 

CHANGING / MISSING & CANCELLING YOUR CLASS (Participation Classes)  

To allow us to process your request in a timely manner, please do not make requests via your coach. Please email your request in writing to info@nottsgymnasticsacademy.co.uk. 

Changing Your Class 

If you wish to request a transfer to a different class, please let us know your preferences. We will do our best to arrange the transfer as quickly as possible, but there will be a wait if the class is full.  

Missing Sessions 

If your child can’t attend, it’s always helpful to know, particularly if it is for several sessions though unfortunately, it isn’t possible to attend an alternative class instead of a missed class and refunds aren’t available. 

Temporary Withdrawals / Payment Holidays 

  • To remain a member, you are required to maintain an active direct debit and keep payments up to date. We can’t accommodate temporary withdrawals, for extended holidays for instance. Should you choose to cease classes and wish to re-register, you may have to join a waiting list and will be required to pay the NGA Affiliation fee again. Only one trial period offer is permitted. 

  • There is a separate policy for long term illness and injury. Please contact us if this applies. 

Withdrawing / Cancelling Your Class 

  •  Before your first class - with more than 72 hours notice a full refund can be requested minus a £5.00 administration fee. 72 hours or less a refund will be due in line with our trial period offer. 

  • During The Trial Period - No replacement sessions will be due for missed sessions. 

  • After Your Trial Period - Just email us within 24 hours after the second scheduled session date to cancel. We will refund remaining the fee you have paid in line with our trial period offer and no further commitment is needed. 

  • After Enrolment - A notice period applies, please email us by the 18th of the month and we will cancel your child’s membership from the end of the current payment month (this started on the 26th or first working day after and ends the day before the start of the next payment month). A refund for the rest of the current month’s classes is not available. 

WHAT AWARD SCHEMES DO YOU WORK TO? 

  • GymSchool / Teenmania / Inclusive work towards NGA’s Rainbow Awards 

  • PreSchool work towards British Gymnastics RISE Awards 

ARE YOU GYM READY? 

What to wear 

  • For safety and comfort, a leotard is the best attire for gymnastics but a close-fitting t-shirt with shorts / leggings is fine to get started. 

  • No dresses / jeans / dungarees. 

  • No belts, buckles, zips, ties, or hoods are allowed for safety reasons. 

  • Girls – if wearing leggings with a leotard, please make sure that the leggings are worn on top. 

  • Boys – please remember that shorts are always worn with a leotard and go on top. 

  • Children train in bare feet or gymnastics shoes. 

  • Footwear should be easy to take off and put on as no outdoor footwear is to be worn in the gym. 

  • Parents who are taking part (PreSchool) are also asked to wear sensible clothing and to remove footwear. 

  • Earrings should be removed, if this is not possible you must cover them with a plaster or tape before the class.  

  • Hair must be tied back securely. 

  • Nails should be a suitable length to avoid injury to the gymnast or coach. 

  • Jewellery / watches / valuables are best left at home. We can’t take responsibility for them, and they can’t be worn during classes. 

  • Medical or religious items that cannot be removed must be securely covered with tape or a sweatband or similar.

NGA kit can be purchased here [link to shop] and samples are available to view on the top floor landing near the café. You will also find a rail of Preloved items, and other NGA merchandise – payment can be made in in the café or gym office, all proceeds support NGA Fundraising.

What to bring with you 

  • Good hydration habits are important. A drink of water in a suitable bottle (no glass) is needed for every class. 

  • Food and snacks – are not needed (except for long squad training sessions); please save these for after the class.  

  • We are a nut-free facility. Do not bring any products containing nuts into our facility. 

  • If you need to bring medication with you, please contact us in advance. info@nottsgymnasticsacademy.co.uk 

Before you arrive 

  • Please make sure that your child visits the toilet before the class to avoid interruptions wherever possible. 

Who needs to wear a purple lanyard? 

  • Anyone who attends the site before 4.30pm Monday – Friday, will need to wear a purple lanyard.  

BEHAVIOUR EXPECTATIONS 

For everyone to get the best out of their gymnastics experience, we ask for some general conditions to be followed: 

  • Gymnasts should show respect for others in the club - coaches, staff and other gymnasts. 

  • Gymnasts must listen to their coaches to ensure their safety and the safety of others. 

  • Inappropriate behaviour, being disrespectful and swearing is not acceptable. 

  • We should support all gymnasts to be their best and celebrate everyone's success. 

  • Gymnasts are not allowed on any apparatus unless supervised by a coach. 

  • We must respect our gym and equipment, taking care not to cause any deliberate damage. 

There is a full Behaviour & Codes of Conduct in our policy section [link]. 

FINDING INFORMATION & CONTACTING US  

If you want to know more about us, stay in touch, have questions or need help at any time, you can: 

  • Check your emails. We will usually email you regularly, so if you aren’t receiving emails, please check your junk / spam folders, and contact us if necessary. 

  • Refer to the [Calendar Dates] page [link] which lets you know of events and any changes to our usual activities. 

  • Contact our Admin team via email: info@nottsgymnasticsacademy.co.uk or if you need to speak with someone in the office you can arrange a time (please note the office is not always manned). 

  • Speak with your lead coach. They are always happy to have a word at the end of a session, but if you need a longer chat, please arrange a time by email.  

  • Follow us on our social media channels. 

THE NGA / RUSHCLIFFE SCHOOL SITE 

We share a site with Rushcliffe Spencer Academy and collaborate with them to maintain the safety and well-being of all users. 

  • When arriving during school hours additional safeguarding measures apply – you will be notified if this affects you. 

  • The entire site is a no-smoking zone, including the carpark. This includes vaping. 

  • No dogs are allowed on site at any time. This excludes Assistance dogs. 

  • The football fields are for the use of the school and football centre only. 

  • The grassed area with picnic tables is for school use only.